Equity Plan RFP~1.pdf

28JUN21RFP047

REQUEST FOR PROPOSALS

Solicitation No: PCS21-006RFP

Equity Plan

RFP Closing (Due Date & Time):

August 3, 2021 at 2:00 PM Pacific Time

Issued by:

Portland Community College

PO Box 19000 Portland, OR 97280-0990

July 12, 2021

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Table of Contents

SUMMARY

SECTION I – INTRODUCTION

1. INTRODUCTION

2. DEFINITIONS

3. SOLICITATION REVIEW

4. BACKGROUND

5. SCOPE OF WORK

6. CONTRACT

7. CONTRACT PERIOD

8. AMENDMENTS

9. COLLEGE REPRESENTATIVE

10. SOLICITATION SCHEDULE

11. CONTACT DURING SOLICITATION

12. COVID-19 PANDEMIC CONDITIONS

13. OREGONBUYS

SECTION II – STATEMENT OF WORK

1. PURPOSE & INTRODUCTION

2. PROJECT DESCRIPTION

3. GENERAL REQUIREMENTS

4. SPECIFIC REQUIREMENTS

5. PROJECT SCHEDULE

6. BUSINESS EQUITY

7. SUSTAINABILITY COMMITMENT

8. ADDITIONAL REQUIREMENTS

SECTION III – RESPONSE AND EVALUATION

1. INTRODUCTION

2. PROPOSAL FORMAT

3. PROPOSAL CONTENT REQUIREMENTS

4. EVALUATION CRITERIA

5. PROPOSAL EVALUATION

6. EVALUATION COMMITTEE

7. INTERVIEWS (if conducted)

8. NEGOTIATIONS - Pursuant to OAR 137-047-0261

SECTION IV – INSTRUCTIONS TO PROPOSERS

1. FORMAL SELECTION PROCEDURE - Pursuant to OAR 137-047-0260

2. PRE-PROPOSAL CONFERENCE - Pursuant to OAR 137-047-0420

3. PROPOSALS ARE OFFERS - Pursuant to OAR 137-047-0310

4. ELECTRONIC PROCUREMENT - Pursuant to OAR 137-047-0330

5. PROPOSAL PREPARATION - Pursuant to OAR 137-047-0400

6. PROPOSAL SUBMISSION - Pursuant to OAR 137-047-0410

7. ADDENDA - Pursuant to OAR 137-047-0430

8. QUESTIONS/CLARIFICATIONS/CHANGES & SOLICITATION PROTEST

9. PRE-CLOSING MODIFICATION OR WITHDRAWAL OF PROPOSALS - Pursuant to OAR 137-047-0440

10. RECEIPT, OPENING, & RECORDING OF PROPOSALS - Pursuant to OAR 137-047-0450

11. LATE PROPOSALS, LATE WITHDRAWALS, & LATE MODIFICATIONS - Pursuant to OAR 137-047-0460

12. MISTAKES - Pursuant to OAR 137-047-0470

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13. TIME FOR AGENCY ACCEPTANCE - Pursuant to OAR 137-047-0480

14. EXTENSION OF TIME FOR ACCEPTANCE OF PROPOSAL - Pursuant to OAR 137-047-0490

15. EVALUATION & AWARD - Pursuant to OAR 137-047-0600

16. NOTICE OF INTENT TO AWARD - Pursuant to OAR 137-047-0610

17. REJECTION OF A PROPOSAL - Pursuant to OAR 137-047-0640

18. REJECTION OF ALL OFFERS - Pursuant to OAR 137-047-0650

19. SOLICITATION CANCELLATION - Pursuant to OAR 137-047-0660

20. PROPOSAL COSTS

21. SOLICITATION PROTEST - Pursuant to OAR 137-047-0730

22. CONTRACT AWARD PROTEST - Pursuant to OAR 137-047-0740

23. ADDITIONAL REQUIREMENTS

24. CONFIDENTIALITY OF PROPOSALS

25. MULTI-TIERED & MULTISTEP PROPOSALS – Pursuant to OAR 137-047-0261

SECTION V – RESERVED

SECTION VI – ATTACHMENTS

PROPOSAL SUBMISSION CHECKLIST

ATTACHMENT A - PROPOSER CERTIFICATION

ATTACHMENT B - CERTIFICATION STATEMENT FOR CORPORATION OR INDEPENDENT CONTRACTOR

ATTACHMENT C - AFFIDAVIT OF NON-COLLUSION / COMPLIANCE WITH TAX LAWS

ATTACHMENT D - NON-CONFLICT OF INTEREST CERTIFICATION

ATTACHMENT E - PROPOSER RESPONSIBILITY FORM

ATTACHMENT F - PROPOSER REFERENCE FORM

ATTACHMENT G – PRICE SCHEDULE

ATTACHMENT H – SAMPLE CONTRACT

Financial Services Procurement and Contract Services

PO Box 19000, Portland, OR 97280-0990 contracts@pcc.edu, (971) 722-2821

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REQUEST FOR PROPOSAL

Solicitation No: PCS21-006RFP

Equity Plan

SUMMARY

The purpose of this Request for Proposals (Solicitation) is to obtain competitive Proposals from qualified Proposers interested in the provision of services to prepare an Equity Plan for Portland Community College.

No Pre-Proposal Conference is scheduled for this Solicitation.

Interested Proposers must submit a Proposal pursuant to the provisions of this Solicitation to Michael Mathews, College Purchasing Manager, or designee, at the following secure email address:

EquityPlan@docs.e-builder.net

NOT LATER THAN:

SOLICITATION DUE DATE AND TIME (CLOSING):

August 3, 2021 at 2:00 PM Pacific Time

LATE PROPOSALS WILL NOT BE ACCEPTED.

Timely submitted Proposals will be opened and recorded. The number of Proposals received, the identity of Proposers, or the contents of any proposal will not be disclosed to the public until all proposals have been evaluated, negotiations completed if required, and a recommendation for Award has been published.

Proposers are solely responsible for ensuring that Portland Community College receives its Proposal.

Prospective Proposers must register with OregonBuys – https://oregonbuys.gov/bso/ to obtain the solicitation documents.

Emerging small businesses, as well as minority-owned, women-owned, service disabled veteran-owned, and disadvantaged business enterprises are encouraged to submit a response to this Solicitation.

PROPOSERS MUST FAMILIARIZE THEMSELVES WITH THE ENTIRE SOLICITATION.

All questions and comments regarding this solicitation must be directed ONLY IN WRITING to Linda Niman, Contracts Lead, by email to: contracts@pcc.edu.

NOTE: This email address is NOT the secure email address to be used when submitting a Proposal.

PROPOSALS MUST BE PURSUANT TO THE PROVISIONS OF THIS SOLICITATION.

THE COLLEGE MAY REJECT ANY PROPOSAL NOT IN COMPLIANCE WITH ALL PRESCRIBED

REQUIREMENTS.

mailto:contracts@pcc.edu mailto:EquityPlan@docs.e-builder.net http://orpin.oregon.gov/

SECTION I – INTRODUCTION

Equity Plan

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1. INTRODUCTION

1.1. This Solicitation is issued pursuant to ORS 279A, ORS 279B, ORS 279C and the PCC Community College

Rules of Procurement.

2. DEFINITIONS

2.1. The term "College", “PCC”, or “Owner” throughout this document means Portland Community College.

The term “Proposer” means the person or firm that submits a Proposal in response to this Solicitation.

The term “Proposal” or “Offer” means a written response to provide Goods or Services in response to this Solicitation. “Closing” means the date and time specified in the Solicitation as the deadline for submitting Proposals. The term “Contractor”, “Consultant”, or “Supplier” means the firm awarded a

Contract as a result of this Solicitation.

3. SOLICITATION REVIEW

3.1. Proposers must carefully review the Solicitation documents and are responsible for knowing and understanding all terms and conditions. Unless defects, ambiguities, omissions, or errors are brought to the College's attention by protest pursuant to QUESTIONS/CLARIFICATIONS/CHANGES & SOLICITATION

PROTEST in SECTION IV – INSTRUCTIONS TO PROPOSERS, protests or appeals based on such defects, ambiguities, omissions or errors received after issuance of the Notice of Intent to Award (NOI) may not be favorably considered.

4. BACKGROUND

4.1. Portland Community College (PCC) is a public, multi-campus, comprehensive community college with a mission to support student success by delivering access to quality education while advancing economic development and promoting sustainability in a collaborative culture of diversity, equity and inclusion.

4.2. As the largest post-secondary institution in Oregon, Portland Community College serves over 60,000 full-time and part-time students. The College offers high-quality education and opportunities for its students, which in turn contributes to the vibrancy of Portland's economic community.

4.3. The College aims to educate a skilled workforce, prepare students to successfully transfer to four-year schools, enrich the community through lifelong learning, build a greener workforce and shrink our carbon footprint, and be a sound financial steward of public dollars.

4.4. Four comprehensive campuses, eight centers, and dozens of independent locations throughout the community offer courses and provide student services. Online Learning gives students the ability to take classes off campus.

4.5. PCC is the most racially and ethnically diverse college or university in Oregon, with 33.6% students of color. Eighteen percent of students report that English is not their native language. Nearly half of the students who apply for financial aid at PCC are eligible for federal Pell grants, indicating low-income socioeconomic status.

4.6. As one the largest employers in the state, Portland Community College represents one of the most diverse and economically impactful organizations in Oregon.

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4.7. Portland Community College is an indispensable resource in our region’s efforts to ensure and preserve access to higher education and success for all students, particularly students of color, first generation college students, low-income students, and other historically marginalized student populations. PCC thrives as a learning community when it draws its strength from the many talents and experiences of those who come here to learn, to teach, to work. PCC strives to model diversity, equity and inclusion

(DEI) in its policies, decision-making processes, and culture of education, with several initiatives and efforts in place to measure equitable opportunity through education.

5. SCOPE OF WORK

5.1. Portland Community College seeks a consultant to work with executive leadership, the District Leaders of Diversity Council, and community stakeholders to develop an Equity Plan. The College is looking for an expert who can support leadership in developing an assessment of the College’s current initiatives, capacity for organizational change, and strategic goals in order to develop strategies to move towards an organization that is welcoming, inclusive, socially and racially just, and cultivates a culture of belonging and wellbeing for every student. Furthermore, the Contractor will be required to establish a planning review cycle to assure accountability and long-term sustainability once the Equity Plan is completed.

6. CONTRACT

6.1. The successful Proposer, selected by the College, will receive a Personal Services Contract. A sample is enclosed herein (See Attachments). The provisions of the Contract are in addition to the requirements set forth in this Solicitation.

6.2. Proposers are advised to thoroughly review and familiarize themselves with the standard contract.

Certain contract terms reflect state statute and may not be altered.

6.3. The Contractor will be expected to promptly sign a contract including all terms and conditions contained in the sample contract. The College will execute the Contract only after it has obtained all applicable required documents and approvals.

6.4. Personnel substitution – If the Contractor must substitute personnel included in the original Proposal, they must obtain written College approval of substituted personnel, prior to substitution.

6.5. Any references and/or requirements of the Contractor to the College must apply to sub-contractors’ requirements to the College and Contractor.

7. CONTRACT PERIOD

7.1. The selected Proposer will be issued a Contract effective upon full execution through the Contract End

Date.

8. AMENDMENTS

8.1. The College may amend a Contract without additional competition pursuant to OAR 137-047-0800.

9. COLLEGE REPRESENTATIVE

9.1. The College Representative for the project is Tricia Brand, Chief Diversity Officer for PCC, or designee.

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10. SOLICITATION SCHEDULE

10.1. The milestones for the selection process are set forth below. The dates are specific and will be followed to the extent reasonably possible. The purpose of this schedule is for Proposer information only. The

College reserves the right to deviate from this schedule.

Solicitation Milestone Date

Deadline for Questions July 23, 2021

Closing August 3, 2021 at 2:00 PM Pacific Time

Interviews (if held) On or about August 25, 2021

Notice of Intent to Award (NOI) On or about August 26, 2021

11. CONTACT DURING SOLICITATION

11.1. Questions must be submitted in writing via email to contracts@pcc.edu as indicated on the Summary page of this Solicitation. No other contact regarding this Solicitation during the solicitation process is permitted. Unauthorized contact regarding this solicitation may subject the offender’s Proposal to rejection.

12. COVID-19 PANDEMIC CONDITIONS

12.1. Emergency Declaration. Due to the COVID-19 Pandemic, the College has declared an emergency, in accordance with PCC Community College Rules of Procurement and OAR 137-047-0280, OAR 137-048-

0200(1)(a), OAR 137-049-0150, ORS 279B.080, and ORS 279C.110(11).

12.2. Campus Restrictions. All College Campuses, Centers, and Offices are on a restricted schedule. Visits by potential Proposers are not possible and are prohibited during the campus restrictions. Attempted on-site visits to College Campuses, Centers, or Offices during the restrictions by any Proposer may result in rejection of its Proposal.

12.3. Pre-Proposal Conference. A Pre-Proposal Conference will not be held.

12.4. Electronic Proposals. Due to the COVID 19 Pandemic, electronic Proposals will be accepted and must be submitted no later than the Closing Date and Time to the secure email address indicated on the

Summary Page of this Solicitation.

13. OREGONBUYS

13.1. Additional information regarding this solicitation and certain forms for download are available on the

OregonBuys website: https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/

SECTION II – STATEMENT OF WORK

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1. PURPOSE & INTRODUCTION

1.1. To effectively respond to ongoing needs within PCC, enhance efforts already in progress, and to reflect current imperative of transformative change toward a more equitable and socially just college and community, preliminary equity goals have been defined and captured within these 6 objectives:

1.1.1. Cultivate an inclusive campus/college climate

1.1.2. Close or eliminate opportunity/equity gaps for student access and outcomes

1.1.3. Attract, hire and retain a diverse faculty and staff committed to equity and social justice

1.1.4. Assess and mitigate equity and campus/college climate concerns identified

1.1.5. Adopt and Integrate frames and organizing principles such as Critical Race Theory and Equity-

Mindedness to guide the learning and development of students, faculty and staff

1.1.6. Improve accountability and transparency for the organization

Office of Equity & Inclusion webpage PCC Strategic Plan PCC Board of Directors webpage Yes to Equitable Student Success

2. PROJECT DESCRIPTION

2.1. PCC will contract with a consultant or team of consultants to facilitate, advise, and guide the College in establishing and implementing a process that will result in sustainable equity work. This process will involve active collaboration and relationship building with a core team or steering committee. The

Contractor(s) will be expected to implement a scope of work and deliverables set forth beginning

September, 2021 through August, 2022.

2.2. In this plan, the College must examine key processes, cultural norms, Belonging, Justice, Equity, Diversity and Inclusion (B-JEDI) metrics for success. and personal and institutional assumptions.

2.3. The plan will help the College identify and prioritize short-term action steps as well as longer-term priorities that align with the College’s strategic priorities through 2025. The plan should also develop appropriate methods and activities to measure, analyze, and track outcomes.

2.4. In developing the Equity Plan, the views and voices of students, faculty, staff, and community partners across the PCC community will be incorporated.

2.5. The Equity Plan should reflect the emergent sentiments toward institutional action in the current context of systemic, social, attitudinal and educational injustices that serve as barriers to college’s values and mission. Please review a sample institutional plan and approach from the University of

Denver as a possible model.

3. GENERAL REQUIREMENTS

3.1. The Contractor shall provide the following services:

https://www.pcc.edu/equity/ https://www.pcc.edu/strategic-plan/ https://www.pcc.edu/board/ https://www.pcc.edu/yess/

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3.1.1. Supporting staff to build a framework for an assessment of readiness of current program(s) and operational relationships to the college’s B-JEDI work, coordinated by the Office of Equity &

Inclusion.

3.1.2. Work with the PCC “core planning team” to develop a timeline and scope that incorporates an effective and sustainable framework to implement our PCC Equity Plan.

3.1.3. Provide specific strategies to engage community partners that serve communities of color.

3.1.4. Develop a planning protocol that is centered in a framework of racially and socially conscious approaches that inform the College’s decision-making process and support the development of equity plan goals, outcomes, and evaluation.

3.1.5. Accurately gather and/or analyze quantitative and qualitative data that reflect our above stated goals and are aligned with our PCC mission and our 2020-2025 strategic plan.

3.1.6. Establish a planning review cycle and process to assure accountability and long-term sustainability once the Equity Plan is completed.

3.1.7. Contractor is responsible to provide a working environment which fosters respect, dignity, and equity for all of their employees as well as College staff and students. Contractor recognizes that everyone has a fundamental right to a workplace and learning environment free from harassment.

4. SPECIFIC REQUIREMENTS

4.1. This project will be overseen by the Office of Equity & Inclusion and other key sponsors.

4.2. PCC reserves the right to further negotiate with the selected firm the below listed deliverable components as a cost containment measure, for purposes of “purple budgeting” provide a total project cost as well as individual cost for each deliverable listed below.

4.2.1. Phase 1: Planning to Plan

Before the strategic planning process itself can begin, it’s imperative that we collaborate to plan the planning process. That includes organizing human and technical resources and developing the communications and tools that will support a coherent planning process across the college.

4.2.2. Phase 2: Stakeholder Engagement

Establish a stakeholder engagement plan, implementation schedules for stakeholder engagement and co-host multiple stakeholder engagement sessions including planning charrettes and work group meetings. This will utilize an equity guide identified by the College and be in collaboration with the core planning team.

4.2.3. Phase 3: Establish a college-wide Equity Plan

In this plan, PCC must examine key processes, cultural norms, B-JEDI metrics for success. and personal and institutional assumptions. The plan will help us identify and prioritize short-term action steps as well as longer-term priorities that align with the college’s strategic priorities through 2025. The plan should also develop appropriate methods and activities to measure, analyze, and track our outcomes. In developing the Equity Plan, the core planning team wants

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to incorporate the views and voices of students, faculty, staff, and community partners across the PCC community.

4.2.4. Phase 4: Provide Recommendations for Equity Plan Implementation and Evaluation

Support the lead administrators on recommending a basic infrastructure to support the implementation of the Equity Plan within the lifecycle of the plan. Support the college’s development of elements of a multi-year Equity Plan implementation.

4.3. The College may undertake or award other contracts for additional or related work, and the Contractor shall fully cooperate with such other contractors and with any College employees concerned with such additional or related work, and shall coordinate its performance under this Contract with such additional or related work. The Contractor shall not commit or permit any act that will interfere with the performance of work by any other contractor or by College employees.

4.4. Contractor Qualifications. For this project, the Contractor shall possess:

4.4.1. A strong intersectional analysis and experience leading processes that navigate privilege and power within a public agency, and specifically public education;

4.4.2. Experience in change management and the ability to work within organization’s overall vision and strategy;

4.4.3. Experience in organizational development for non-profit or multi-location public agencies and strategic planning leading to sustainability;

4.4.4. A strength-based, trauma-informed, and human systems approach in order to collaborate across all levels within the PCC ecosystem;

4.4.5. Expertise in working with BIPOC communities, LGBTQ+ communities, and other historically oppressed or marginalized communities;

4.4.6. The ability to analyze qualitative and quantitative data to inform development of strategic plan.

5. PROJECT SCHEDULE

5.1. The contract milestones are set forth below. The dates are approximate but will be followed to the extent reasonably possible. The purpose of this schedule is for information only.

Milestone Date

Contract Award On or about September 24, 2021

Phase 1: Planning to Plan September - October, 2021

Phase 2: Stakeholder Engagement November, 2021 - April, 2022

Phase 3: Establish a college-wide Equity Plan May - July, 2022

Phase 4: Provide Recommendations for Equity Plan Implementation and Evaluation

August, 2022

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6. BUSINESS EQUITY

6.1. Portland Community College is committed to a procurement strategy that achieves College wide race and gender contracting equity while providing small business opportunity and regional economic growth.

6.2. PCC is committed to using contracting opportunities to impact the long-term wealth position of contractors, workers, and businesses who have been historically excluded from public projects, particularly women and People of Color.

7. SUSTAINABILITY COMMITMENT

7.1. Portland Community College is committed to the use and purchase of environmentally and socially responsible materials and products, which are fiscally responsible, reduce resource consumption and waste, perform adequately, and promote human health and well-being. Recognizing its regional economic role, the College will seek opportunities to educate, encourage, and influence their respective markets by utilizing, where feasible, products and services, including new environmentally preferable products, reusable products, recycled content, and recycled products.

8. ADDITIONAL REQUIREMENTS

8.1. Contractor must employ only persons duly licensed by the State of Oregon to perform the Work required under this Contract for which applicable Oregon Law requires a license.

8.2. The Contractor must meet the highest standards prevalent in the industry or business most closely involved in providing the Goods or Services requested by this Solicitation.

SECTION III – RESPONSE AND EVALUATION

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1. INTRODUCTION

1.1. This Section prescribes the mandatory format for the presentation of a Proposal in response to this

Solicitation. The purpose of this format is to ensure uniformity of the information from each Proposer and to aid in clear understanding and evaluation of each Proposal. Failure to provide any information requested in this Solicitation may result in rejection of the Proposal.

2. PROPOSAL FORMAT

2.1. Proposals should be typewritten with a font size no smaller than eleven (11) point sized to print on 8-

1/2 x 11 size paper. Spreadsheets may be sized to print on 8 ½ x 14 or 11x17.

2.2. Elaborate art work, expensive paper and visuals are not necessary. Brochures or other promotional presentations beyond that sufficient to present a complete and effective Proposal are not desired.

2.3. There is no page limit for Proposals, but the College encourages brevity.

2.4. A Proposer’s submitted Proposal must include all Forms (see SECTION VI – ATTACHMENTS) and required text (see SECTION III – RESPONSE AND EVALUATION) and must be submitted electronically as follows:

2.4.1. One (1) complete copy in searchable PDF format, labeled “COMPLETE”.

2.4.2. One (1) copy of the Proposal in searchable PDF format omitting the Price Schedule, labeled

“COPY – NO PRICING”

2.4.3. [One (1) copy of the Price Schedule in [specify format, i.e. EXCEL if required], labeled

“PRICING”]

2.5. Proposals are to be submitted via email to the following secure email address, and must be identified with the Solicitation Number and Solicitation Title in the subject line of the email:

EquityPlan@docs.e-builder.net

Please note that this is NOT the email address to be used for submitting questions, comments, or clarifications regarding this Solicitation.

3. PROPOSAL CONTENT REQUIREMENTS

3.1. REQUIRED AFFIDAVIT, CERTIFICATIONS AND FORMS: - See SECTION VI – ATTACHMENTS. The affidavit, certifications, and forms must be completed and submitted with the Proposal.

3.2. DETAILED PROPOSAL CONTENTS: The Proposer Certification Form (see Attachments) must be completed and submitted as the cover of the Proposer’s response. Proposers are cautioned to provide in their Proposals, in a brief and concise manner, as much detail as possible pertaining to their capabilities and experience in providing the services requested in this Solicitation. Do not assume the

College has any prior knowledge of the Proposer.

Proposers must present a Proposal containing the specific information requested and submit all attachments as required. Proposers must provide a reply to each of the following items in the order listed below:

mailto:EquityPlan@docs.e-builder.net

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3.2.1. EXPERIENCE & QUALIFICATIONS:

3.2.1.1. Provide a brief narrative of the Proposer’s history and capabilities.

3.2.1.2. Provide a description of the Proposer’s experience in providing the requested services.

3.2.1.3. State the number of years Proposer has provided the requested services.

3.2.2. STAFFING AND KEY-PERSONNEL:

3.2.2.1. Staffing

a. Provide a company organization chart showing the proposed staffing approach for this account.

b. Provide a description of staffing levels.

c. Provide details of the Proposer’s standards for staff training.

3.2.2.2. Key Personnel – For each staff member to be assigned to the project, please provide the following:

a. A description of the staff member’s experience in providing the requested services.

b. The number of years the staff member has provided the requested services.

3.2.3. APPROACH AND OPERATIONS:

3.2.3.1. Describe in detail how the services will be provided. Address each item in SECTION

II – STATEMENT OF WORK. Focus on the Proposer’s ability to perform all of the required tasks. Include policy and procedural manuals if available.

3.2.4. REFERENCES:

3.2.4.1. Provide four (4) professional references from projects similar to the scope of this

Solicitation, and from accounts of similar size and complexity. Community College or Higher Ed references are preferred. A minimum of one (1) reference shall be from Higher Education, Government Agency, or Non-Profit.

3.2.4.2. Use of the provided Proposer Reference Form (see SECTION VI – ATTACHMENTS) is required.

3.2.4.3. If the Proposer has performed any project or work with the College in the last ten

(10) years, one of the references must be from the Proposer’s most recent contract with the College.

3.2.4.4. Provide the name, telephone number, and email address of the client for each of these five (5) references. These contacts will be used by the College for reference checks.

3.2.5. DIVERSITY, EQUITY, & INCLUSION:

3.2.5.1. Please describe the demographics of your firm's skilled workforce in terms of diversity. You are encouraged to include mentorship or career advancement strategies that your firm provides women and People of Color. Please indicate how

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your firm promotes capacity-building of businesses owned by People of Color, women, disabled veterans, and emerging small businesses through subcontracting opportunities.

3.2.5.2. Please describe how your firm actively promotes respectful workplaces free of harassment and discrimination. Attaching your firm's harassment/discrimination policy is encouraged but is considered separate from the description of an active, respectful workplace program.

3.2.5.3. Describe the Proposer’s capacity to reflect on how diversity, equity, and inclusion are critical to an Organization’s ability to fulfill its mission.

3.2.6. QUALITY OF PROPOSAL:

3.2.6.1. Provide a proposal that is responsive to the Solicitation requirements, terms, conditions, and is presented in a manner that is easily readable, neat, clear, logical, reasonable, and professional.

3.2.7. PRICE SCHEDULE:

3.2.7.1. Use of the provided Price Schedule (see SECTION VI – ATTACHMENTS), is required.

Additional notes may be made at the bottom of the schedule by the Proposer if necessary.

4. EVALUATION CRITERIA

4.1. The College will score each Proposal by reviewing and evaluating the Proposal content requirements outlined above. The following table indicates how the total points in the scoring will be assigned by required Proposal item. Failure to meet minimum requirements for any individual item may disqualify the Proposal regardless of the total points scored for the other items. Each item will be evaluated as follows:

EVALUATION CRITERIA MATRIX

Maximum Points

Possible

Experience & Qualifications 16

Staffing and Key-Personnel 12

Approach and Operations 16

References 16

Diversity, Equity, & Inclusion 16

Quality of Proposal 16

Price Schedule 24

SUB-TOTAL = 116

INTERVIEW (if held)

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EVALUATION CRITERIA MATRIX

Maximum Points

Possible

Interview 16

SUB-TOTAL = 16

GRAND-TOTAL = 132

5. PROPOSAL EVALUATION

5.1. Responsiveness and Responsibility: The College will utilize the following objective factors to determine if Proposals are Responsive and Proposers are Responsible:

5.1.1. Responsive Proposal (OAR 137-046-0110). A Responsive Proposal is a Proposal that substantially complies in all material respects with the requirements of this Solicitation.

5.1.2. Responsibility of Proposer (OAR 137-047-0500). Before awarding a Contract, the College shall determine that the Proposer submitting the most Advantageous Proposal is Responsible.

The College shall use the standards set forth in ORS 279B.110 and OAR 137-047-0640(1)(c)(F) to determine if a Proposer is Responsible. In the event the College determines a Proposer is not Responsible, it shall prepare a written determination of non-Responsibility as required by

ORS 279B.110 and shall reject the Proposal

5.2. Contingent Proposals. The Proposer must not make its Proposal contingent upon the College's acceptance of any terms or conditions (including Specifications) other than those contained in this

Solicitation.

5.3. Non-Resident Proposers. In determining the most Advantageous Responsible Proposal, the College shall apply the reciprocal preference set forth in ORS 279A.120(2)(b) and OAR 137-046-0310.

5.4. Identical Proposals. When one or more Proposals are identical under OAR 137-046-0300, the College shall award a Contract in accordance with the procedures set forth in OAR 137-046-0300.

5.5. Recycled Materials. The College may give preference for Recycled Materials as set forth in ORS

279A.125 and OAR 137-046-0320.

5.6. Clarification of Proposals. After Opening, the College may conduct Discussions with apparent

Responsive Proposer(s) for the purpose of clarification and to assure full understanding of the Proposal.

5.7. Negotiation. The College may only conduct Discussions or Negotiate with Proposers. After Award of the Contract, the College may only modify an awarded Contract in accordance with OAR 137-047-0800.

5.8. Objective Criteria. The College may allow, at its discretion, certain other objective evaluation criteria.

Examples of such criteria include but are not limited to conversion costs, transportation cost, volume weighing, trade-in allowances, cash discounts, depreciation allowances, cartage penalties, ownership or lifecycle cost formulas.

5.9. Pricing. Pricing will be compared among all responsive Proposals submitted. The lowest overall priced proposal will receive the full points available. All other proposal pricing scores shall be weighted against the lowest price proposal (Lowest price scores the highest. All other higher priced proposals are weighted against the lowest priced proposal).

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6. EVALUATION COMMITTEE

6.1. The Proposals will be evaluated by the Evaluation Committee consisting of not less than three (3) knowledgeable individuals (Evaluators) to review and score Proposals according to the evaluation criteria set forth in this Solicitation. The College may assign certain Evaluators to evaluate specific

Proposal categories in keeping with the Evaluators’ area of expertise. Working as a Committee or independently (at the discretion of the College) with copies of the written Proposals, the Evaluators will independently assign scores to each Proposal received in accordance with the evaluation criteria defined herein. Evaluators will utilize the criterion (as objectively as possible) to measure the merit of each Proposal received in accordance with the subjective evaluation criteria to determine which

Proposals(s) will provide the College with the most advantageous and best overall value. The recommendations of this committee will be a consensus and will be final.

7. INTERVIEWS (if conducted)

7.1. The evaluation committee may elect to interview Proposers if the evaluation committee considers it necessary or desirable. The top ranked Proposer, or Proposers if the scoring is close, may be invited to interview. If the evaluation committee conducts interviews, the interview process will be used to supplement and clarify the information contained in the proposal.

7.2. Based upon proposal scoring, as modified by the interview, and the results of reference checks, the

Proposers will be given final ranking by the evaluation committee. The final ranking will be provided to the College for a final decision to award a contract.

7.3. Particular details about the interviews will be issued to those firms invited to interview.

7.4. The College may request Proposer to provide a live demonstration of Proposer’s work order system.

7.5. Such interviews and any presentation materials will be at the Proposer’s expense.

8. NEGOTIATIONS - Pursuant to OAR 137-047-0261

8.1. Based on the submittals and interviews, the Evaluation Committee will rank the Proposers and choose one Proposer as the highest ranked, successful respondent to this Solicitation. If the highest-ranked

Proposal exceeds the College’s budget, the College may commence serial negotiations with the highest-ranked Proposers. The College reserves the right to negotiate any contract Terms and Conditions which it determines in the College’s sole discretion to be in the best interest of the College. The College may only conduct discussions or negotiate with Proposers in accordance with OAR 137-047-0261(7) and

OAR 137-047-0261 (8). After Award of the Contract, the College may only modify an awarded Contract in accordance with OAR 137-047-0800.

SECTION IV – INSTRUCTIONS TO PROPOSERS

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1. FORMAL SELECTION PROCEDURE - Pursuant to OAR 137-047-0260

1.1. The College may procure Goods or Services by competitive sealed Proposals as set forth in ORS

279B.060.

2. PRE-PROPOSAL CONFERENCE - Pursuant to OAR 137-047-0420

2.1. Purpose. The College may hold pre-Proposal conferences with prospective Proposers prior to Closing, to explain the procurement requirements, obtain information, and/or to conduct site inspections.

2.2. Required Attendance. The College may require attendance at the pre-Proposal conference as a condition for making an Offer. If the College’s pre-Proposal conference is mandatory (as indicated on the Summary Page), a Proposal submitted by a Proposer who did not attend the mandatory pre-

Proposal conference will be rejected.

2.3. Statements Not Binding. Statements made by the College's representatives at the pre-Proposal conference do not change the Solicitation unless the College confirms such statements with a Written

Addendum to the Solicitation.

3. PROPOSALS ARE OFFERS - Pursuant to OAR 137-047-0310

3.1. Offer and Acceptance. A Proposal submitted in response to this Solicitation is the Proposer’s offer to enter into a Contract. The Proposal is a "firm offer," and must be held open by the Proposer for the

College's acceptance for sixty (60) days. The College may elect to accept the Proposal at any time during the specified period, and the College's Award of the Contract constitutes acceptance of the Offer and binds the Proposer to the Contract.

3.2. Contingent Proposals. The Proposer must not make its Proposal contingent upon the College's acceptance of any terms or conditions (including Specifications) other than those contained in this

Solicitation.

3.3. Proposer’s Acknowledgement. By signing and submitting a Proposal, the Proposer acknowledges that it has read, understands, accepts and agrees to be bound by the terms and conditions contained in this

Solicitation.

4. ELECTRONIC PROCUREMENT - Pursuant to OAR 137-047-0330

4.1. The College may conduct all phases of a procurement by electronic methods to the extent specified in the Solicitation.

4.2. If electronic Proposal submissions are allowed, the College will provide a secure email address for receipt of electronic Proposals and shall open electronic Proposals in accordance with the College’s electronic security measures. Proposers assume the risk of premature disclosure due to submission to any other email address.

4.3. Failure of the E-Procurement System. In the event of a failure of the College’s Electronic Procurement

System that interferes with the ability of Proposers to submit Electronic Proposals, the College may cancel the Solicitation in accordance with OAR 137-047-0660, or may extend the date and time for

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receipt of Electronic Proposals by providing notice of the extension immediately after the Electronic

Procurement System becomes available.

5. PROPOSAL PREPARATION - Pursuant to OAR 137-047-0400

5.1. Instructions. A Proposer must sign and submit its Proposal in accordance with the instructions set forth in this Solicitation. Failure to submit Proposals in accordance with the provisions of this Solicitation will be grounds to declare the Proposal as non-Responsive. Proposers must:

5.1.1. Submit a complete Proposal (a Proposal that meets all requirements of this Solicitation);

5.1.2. Initial any corrections or erasures to their Proposal prior to Closing;

5.1.3. Identify (on the Proposer Certification) whether the Proposer is/is not a "resident Proposer”, as defined in ORS 279A.120(1);

5.1.4. Provide (on the Proposer Certification) certification of nondiscrimination in obtaining any required subcontractors in accordance with ORS 279A.110(4); and

5.1.5. Provide (on the Proposer Certification) Written acknowledgment of receipt of all Addenda.

5.2. Documents. A Proposer must provide the College with all required and requested forms, documents, and descriptive literature;

6. PROPOSAL SUBMISSION - Pursuant to OAR 137-047-0410

6.1. Identification of Proposals. To ensure proper identification and handling, Proposals must be submitted in a sealed envelope appropriately marked with the Proposer’s name and address and the Solicitation number in large block numbers. Electronic Proposals, if allowed, must be identified with the

Solicitation Number and Solicitation Title in the subject line of the email. Proposals must only be submitted to the person and location indicated on the Summary page of this Solicitation. Facsimile

Proposals will not be accepted.

6.2. The College is not responsible for Proposals submitted in any manner, format, or to any delivery point other than as required in this Solicitation.

6.3. Receipt of Proposals. Proposers are solely responsible for ensuring that the College receives their

Proposal at the required delivery point prior to Closing, regardless of the method used to submit or transmit the Proposal.

7. ADDENDA - Pursuant to OAR 137-047-0430

7.1. Issuance; Receipt. The College may change this Solicitation only by Written Addenda. A Proposer must provide written acknowledgement of receipt of all issued Addenda in the space provided on the

Proposer Certification.

7.2. Notice and Distribution. The College will publish notice of all Addenda on the OregonBuys website.

Addenda may be downloaded from the OregonBuys website. It is the Proposers’ responsibility to inquire about Addenda. Proposers should frequently check the OregonBuys website until Closing (due date and time) about any Addenda issued, i.e., at least once weekly until the week of Closing and at least once daily the week of the Closing.

7.3. Timelines; Extensions. The College will issue Addenda within a reasonable time to allow prospective

Proposers to consider the Addenda in preparing their Proposal. The College may extend the Closing if

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the College determines prospective Proposers need additional time to review and respond to Addenda.

Except to the extent required by public interest, the College will not issue Addenda less than 72 hours before the Closing unless the Addendum also extends the Closing.

7.4. Request for Change or Protest. Unless a different deadline is set forth in the Addendum, a Proposer may submit a Written request for change or protest to the Addendum, as provided in OAR 137-047-

0730, by the close of the College's next business day after issuance of the Addendum, or up to the last day allowed to submit a request for change or protest under OAR 137-047-0730, whichever date is later. If the date established in the previous sentence falls after the deadline for receiving protests to the Solicitation Document in accordance with OAR 137-047-0730, then the College may consider a

Proposer’s request for change or protest to the Addendum only, and the College will not consider a request for change or protest to matters not added or modified by the Addendum.

8. QUESTIONS/CLARIFICATIONS/CHANGES & SOLICITATION PROTEST

8.1. Proposers may request changes or clarifications to, or protest, any provision, specification or Contract term contained in this Solicitation:

8.2. Questions, Clarifications, Changes. All questions regarding this Solicitation must reference the

Solicitation number and must be submitted in writing via e-mail to the attention of the person indicated on the Summary page of this Solicitation. No oral questions will be accepted other than at the pre-

Proposal conference (if any). Questions received by the College prior to deadline will be answered in written addenda.

8.3. Deadline. Questions, changes, clarifications, or protests must be received by the College by noon

Pacific Time not later than ten (10) calendar days prior to the date Proposals are due, or as stated in the

Solicitation Schedule in SECTION I - INTRODUCTION. The College will not consider any protest or request for change that is submitted after the submission deadline.

8.4. Response. Responses to questions/clarifications and notice of the College’s protest determination will be provided in written addenda pursuant to ADDENDA above. The College’s response to a Proposer, whether orally or in Writing, does not change the Solicitation and is not binding on the College unless the College amends the Solicitation by written Addendum.

9. PRE-CLOSING MODIFICATION OR WITHDRAWAL OF PROPOSALS - Pursuant to OAR 137-047-0440

9.1. Modifications. A Proposer may modify its Proposal in Writing only prior to Closing. A Proposer shall prepare and submit any modification to its Proposal to the College in accordance with OAR 137-047-

0400 and 137-047-0410. Any modification must include the Proposer's statement that the modification amends and supersedes the prior Proposal. The Proposer must deliver the submitted modification as described in PROPOSAL SUBMISSION above and mark it as follows:

9.1.1. “Proposal Modification”, and

9.1.2. Solicitation Number.

9.2. Withdrawals.

9.2.1. A Proposer may withdraw its Proposal by Written notice submitted on the Proposer's letterhead, signed by an authorized representative of the Proposer, delivered to the individual and location specified in the Solicitation (or the place of Closing if no location is specified), and received by the College prior to the Closing.

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9.2.2. The College may release an unopened, withdrawn Proposal to the Proposer or its authorized representative after voiding any date and time stamp mark.

9.2.3. The Proposer must mark the Written request to withdraw a Proposal as follows:

9.2.3.1. “Proposal Withdrawal”, and

9.2.3.2. Solicitation Number.

9.3. Proposers are responsible for ensuring that the College receives its modification or withdrawal.

10. RECEIPT, OPENING, & RECORDING OF PROPOSALS - Pursuant to OAR 137-047-0450

10.1. Receipt. The College will electronically or mechanically time-stamp or hand-mark each Proposal and any modification upon receipt. The College shall not open the Proposal or modification upon receipt, but shall maintain it as confidential and secure until Opening. If the College inadvertently opens a

Proposal or a modification prior to the Opening, the College shall return the Proposal or modification to its secure and confidential state until Opening.

10.2. The Proposer is responsible for ensuring that the College receives its Proposal at the required delivery point prior to the Closing, regardless of the method used to submit or transmit the Proposal. The

College will not be responsible for the premature opening or failure to open a Proposal that is not properly addressed and/or identified.

10.3. Opening and Recording. Proposals will be opened and recorded. The number of Proposals received, the identity of Proposers, or the contents of any Proposal will not be disclosed to the public until all

Proposals have been evaluated, negotiations completed if required, and a recommendation for Award has been published.

11. LATE PROPOSALS, LATE WITHDRAWALS, & LATE MODIFICATIONS - Pursuant to OAR 137-047-0460

11.1. Any Proposal received after Closing is late. A Proposer’s request for withdrawal or modification of a

Proposal received after Closing is late. The College will not consider late Proposals, withdrawals, or modifications except as permitted in MISTAKES below. The College reserves the right to consider

Proposals that have been delayed or mishandled by the College.

12. MISTAKES - Pursuant to OAR 137-047-0470

12.1. Generally. To protect the integrity of the competitive Procurement process and to ensure fair treatment of Proposers, the College will carefully consider whether to permit waiver, correction, or withdrawal of Proposals for certain mistakes.

12.2. College Treatment of Mistakes. The College will not allow a Proposer to correct or withdraw a Proposal for an error in judgment. If the College discovers certain mistakes in a Proposal after Opening, but before Award of the Contract, the College may take the following action:

12.2.1. The College may waive, or permit a Proposer to correct, a minor informality. A minor informality is a matter of form rather than substance that is evident on the face of the

Proposal, or an insignificant mistake that can be waived or corrected without prejudice to other Proposers. Examples of minor informalities include a Proposer’s failure to:

12.2.1.1. Return the correct number of signed Proposals or the correct number of other documents required by the Solicitation;

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12.2.1.2. Sign the Proposal in the designated block, provided a Signature appears elsewhere in the Proposal, evidencing an intent to be bound; and

12.2.1.3. Acknowledge receipt of an Addendum to the Solicitation, provided that it is clear on the face of the Proposal that the Proposer received the Addendum and intended to be bound by its terms; or the Addendum involved did not affect price, quality or delivery.

12.2.2. The College may correct a clerical error if the error is evident on the face of the Proposal or other documents submitted with the Proposal, and the Proposer confirms the College's correction in writing. A clerical error is a Proposer's error in transcribing its Proposal.

Examples are provided in OAR 137-047-0470(2)(b).

12.2.3. The College may permit a Proposer to withdraw a Proposal based on one or more clerical errors in the Proposal only in accordance with OAR 137-047-0470(2)(c) and (d).

12.3. Rejection for Mistakes. The College shall reject any Proposal in which a mistake is evident on the face of the Proposal and the intended correct Proposal is not evident or cannot be substantiated from documents submitted with the Proposal.

12.4. Identification of Mistakes after Award. Following Award, a Proposer is bound by its Proposal, and may withdraw its Proposal or rescind a Contract entered into pursuant to OAR 137-047 only to the extent permitted by applicable law.

13. TIME FOR AGENCY ACCEPTANCE - Pursuant to OAR 137-047-0480

13.1. A Proposer’s Proposal is a Firm Offer, irrevocable, valid, and binding on the Proposer for not less than the time period following Closing specified in this Solicitation.

14. EXTENSION OF TIME FOR ACCEPTANCE OF PROPOSAL - Pursuant to OAR 137-047-0490

14.1. The College may request, orally or in Writing, that Proposers extend, in writing, the time during which the College may consider their Proposal(s). If Proposer agrees to such extension, the Proposal shall continue as a Firm Offer, irrevocable, valid and binding on the Proposer for the agreed-upon extension period.

15. EVALUATION & AWARD - Pursuant to OAR 137-047-0600

15.1. Evaluation of Proposals

15.1.1. Award When Proposals are Identical. When Proposals are identical the College must Award the contract Pursuant to OAR 137-046-0300.

15.1.2. Public Printing. The College shall apply the public printing preference set forth in ORS

282.210 for the purpose of evaluating Proposals.

15.2. Clarification of Proposals. After Opening, the College may conduct discussions with apparent

Responsive Proposers for the purpose of clarification to assure full understanding of the Proposals. All

Proposals, in the College's sole discretion, needing clarification will be accorded such an opportunity.

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15.3. Award.

15.3.1. Award in part or in whole is contingent upon available funding. In the event adequate funds are not appropriated and allocated by the Portland Community College Board of Directors, the College reserves the right to cancel any Solicitation at no penalty.

15.3.2. If awarded, the College will award a Contract to the Responsible Proposer(s) that submitted the most advantageous Responsive Proposal(s), and that meets the requirements of this

Solicitation.

15.3.3. The College may award by item, groups of items or the entire Proposal.

15.3.4. The College may Award multiple…